HR P-310 Resignation - LACCD

1 HR P-310 LOS ANGELES COMMUNITY COLLEGES HUMAN RESOURCES GUIDE Resignation ISSUE DATE: August 9, 2007 SERVICE: ACADEMIC CLASSIFIED UNCLASSIFIED REPLACES: Legacy Personnel Guides: B 455 Resignation CHANGES: New I. POLICY It is the duty of each College and Division to establish internal procedures that ensure resignations are acknowledged and processed within specific timelines and in a manner that facilitates the effective coordination of applicable time reporting, payroll, benefit, and retirement processes. II.

2 DEFINITIONS Cancellation: The formal process of obtaining employer approval to rescind a Resignation after the normal withdrawal period has elapsed. Resignation : A voluntary formal statement on the part of an employee that he/she wishes to terminate employment with the District. Resignation Receipt: The earliest date a Resignation can be verified as having been received at any college or District Office. Withdrawal: The pre-determined period of time whereby an employee may withdraw his/her voluntary Resignation without obtaining the employer s approval.

3 III. REQUIREMENTS A. Temporary Employees: Since temporary assignments have an ending date, temporary employees are automatically separated on their ending date. See HR Guide P-300, Separation for details. In the event a temporary employee desires to end his/her assignment earlier than scheduled, the following guidelines are provided. 1. Temporary Employees, Other than Classroom Adjunct Faculty Temporary employees submit their Resignation orally to their direct supervisor. The supervisor is responsible for ensuring the following actions are implemented within five (5) business days of the employee s termination date.

4 A. Ensuring the employee s final time report, and if applicable to the job code, any absence reports, are promptly submitted to the location time reporting office. b. Initiating termination of the assignment by entering a separation action into the Personnel Change Request (PCR) system. Page 1 of 8 HR P-310 LOS ANGELES COMMUNITY COLLEGES HUMAN RESOURCES GUIDE Resignation August 9, 2007 Page 2 of 8 2. Temporary Employees, Adjunct Faculty a. Adjunct faculty who are simply resigning from their specific assignment as an adjunct faculty member may submit an oral Resignation to the immediate supervisor.

5 The supervisor is then responsible for initiating the appropriate separation personnel action. b. Adjunct faculty who are retiring from a retirement system whether ending the assignment early or not must complete Resignation Form HR P-310 and follow guidelines presented in Human Resource Guide HR P-370, Retirement. B. Permanent Employees 1. Written Resignation : Written resignations are normally required. Permanent employees submit their resignations on the Academic / Classified Service Resignation form (HR P-310 ) directly to their immediate supervisor or, when necessary, the next level supervisor.

6 2. Oral Resignation : Oral resignations are not acceptable. An effort to obtain a written Resignation should be undertaken as follows: a. Document the effort to obtain a written Resignation from the employee by sending the documents enumerated below via Mail, Certified Receipt and regular first class mail to the employee at his/her last known address. If circumstances warrant, fax or email may be used. 1) Cover letter confirming the employee submitted an oral Resignation with an effective date identified and notifying the employee that formal processing of the Resignation would start within five (5) business days unless the employees notifies the location personnel office that a misunderstanding has occurred.

7 2) Academic / Classified Service Resignation form (HR P-310 ). 3) Instructions, if applicable, on location check-out procedures and return of college/district property. See HR Guide P-301, Exit Interview and Check-Out, for details. b. If the effort to obtain a written Resignation is unsuccessful, the supervisor should contact Employer-Employee Relations for assistance with terminating the assignment. Effective Date a. Although employees may resign at any time, employees are requested to provide departments with an opportunity to locate a replacement by submitting resignations as follows: Non-Classroom Employees: Two (2) weeks prior to the effective date indicated on the Resignation form.

8 Classroom Employees: Dated, if at all possible, on the last day of the Academic Fall or Spring Term as defined Appendix M, Calendars, of the AFT Faculty Agreement. Contractual Employees: Submitted following the time period specified in the contract. For executive employees, this timeline is generally 60 days. HR P-310 LOS ANGELES COMMUNITY COLLEGES HUMAN RESOURCES GUIDE Resignation August 9, 2007 Page 3 of 8 b. A personnel action processing an employee s Resignation should reflect the same date as the effective date indicated by the employee on their District Resignation form, unless the good of the District warrants a different date.

9 Supervisors should, however, contact Employer-Employee Relations, District Office, prior to changing the effective date. Note: In certain situations, a technical correction of the Resignation date will be made at the employee s request in order to coordinate the Resignation date with the retirement date. See HR Guide, P-370, Retirement, for details. 3. Resignation Processing a. Although employees are to submit resignations directly to their supervisor or next level supervisor, such practice is not always followed.

10 Misdirected resignations are to be redirected to the supervisor. b. Colleges and Divisions are to obtain acknowledgement signatures and forward the original copy of all resignations to Human Resources, District Office via the location personnel office within timelines summarized in Figure P-310 Resignation Processing Workflow, below. c. As required by statute, the Board of Trustees formally accepts resignations. Accordingly, resignations are timed for processing each month by Human Resources, District Office, for submission to the Board according to the Board of Trustees Meeting Calendar.